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2 <br /> The Department successfully implemented the first phase of the system beginning in August of <br /> 2008. Money for the second phase of the project was approved in the FY2008-09 budget using <br /> the pricing structure included in the initial bid. The implementation of the system was divided <br /> into two phases for training and quality control purposes. The system consists of software <br /> applications designed to interface with existing and developing technologies. It includes a <br /> dynamic file management system with search and retrieve functions. <br /> This system allows the agency to process, file, and store the majority of client materials into a <br /> secure database. The user interface permits workers to efficiently locate client files and share <br /> them effectively. This allows staff to quickly realize when another staff member is working on a <br /> case so that efforts are not duplicated. Line staff are able to enter information directly into the <br /> system while supervisors and management are able to check accuracy, view follow-up of work <br /> and run various reports detailing client activity and demographics. <br /> This project supports the requirements of the Department of Social Services to collect, compile, <br /> retain and recall client data and programmatic files in a supportable, sustainable electronic <br /> format. The application improves the current paper-driven process, replaces outdated legacy <br /> systems, and streamlines business practices. <br /> Due to the success of the first phase of implementation, the department is requesting approval <br /> to move forward with the implementation of the second phase. This involves the purchase of <br /> an additional 80 user licenses to grant access to the system to all departmental staff. This will <br /> allow cross-sharing of information among all staff and between all Social Services' buildings. <br /> Further, purchase at this time will allow the system implementation to be integrated into the upfit <br /> of new office space for Social Services. <br /> The hardware required to run and support this application includes, but is not limited to, servers, <br /> scanners, and other related equipment, and will be purchased from existing funds using the <br /> State of North Carolina technology contract pricing. <br /> All technologies and applications associated with this contract conform to Orange County <br /> Information Technology requirements. <br /> FINANCIAL IMPACT: The total cost of acquiring the additional software licenses, <br /> implementation, training and any needed consulting services is not to exceed $280,000. It is <br /> estimated the hardware required will cost $24,000, and will be purchased using the State of <br /> North Carolina technology contract pricing. Funding and state and federal offsetting revenue <br /> are allocated in the Department of Social Services FY2008-09 budget for the purchase. No <br /> additional County funds are being requested. <br /> RECOMMENDATION(S): The Manager recommends the Board approve the purchase of the <br /> licenses, hardware and related services and authorize the Purchasing Director to sign <br /> documents necessary to effect the orders. <br />